LAB 1: CREATING AND EDITING A WORKSHEET€¦ · LAB 1: CREATING AND EDITING A WORKSHEET OBJECTIVES...

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Full file at https://fratstock.eu EX_IM01-1 LAB 1: CREATING AND EDITING A WORKSHEET OBJECTIVES By the end of this lab students should know how to: 1. Enter, edit, and clear cell entries. 2. Adjust column widths. 3. Save, close, and open workbooks. 4. Spell-check a worksheet. 5. Use the thesaurus. 6. Copy and move cell entries. 7. Specify ranges. 8. Enter formulas and functions. 9. Insert and delete rows and columns. 10. Change cell alignment. 11. Format cells. 12. Enter and format a date. 13. Preview and print a worksheet. CONCEPT OVERVIEW The following concepts will be introduced in this lab: 1. Data Entries The basic information or data you enter in a cell can be text or numbers. 2. AutoCorrect The AutoCorrect feature makes some basic assumptions about the text you are typing and, based on these assumptions, automatically corrects the entry. 3. Column Width The size or width of a column controls the amount of information that can be displayed in a cell. 4. Spelling Checker The spelling checker locates misspelled words, duplicate words, and capitalization irregularities in the active worksheet and proposes the correct spelling. 5. Thesaurus The thesaurus is a reference tool that provides synonyms, antonyms, and related words for a selected word or phrase. 6. Copy and Move The contents of worksheet cells can be duplicated (copied) or moved to other locations in the worksheet or between worksheets, saving you time by not having to retype the same information. 7. Range A selection consisting of two or more cells on a worksheet is a range. 8. Formula A formula is an equation that performs a calculation on data contained in a worksheet. 9. Relative Reference A relative reference is a cell or range reference in a formula whose location is interpreted in relation to the position of the cell that contains the formula. 10. Function A function is a prewritten formula that performs certain types of calculations automatically.

Transcript of LAB 1: CREATING AND EDITING A WORKSHEET€¦ · LAB 1: CREATING AND EDITING A WORKSHEET OBJECTIVES...

Page 1: LAB 1: CREATING AND EDITING A WORKSHEET€¦ · LAB 1: CREATING AND EDITING A WORKSHEET OBJECTIVES By the end of this lab students should know how to: 1. Enter, edit, and clear cell

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LAB 1: CREATING AND EDITING A WORKSHEET

OBJECTIVES By the end of this lab students should know how to:

1. Enter, edit, and clear cell entries.

2. Adjust column widths.

3. Save, close, and open workbooks.

4. Spell-check a worksheet.

5. Use the thesaurus.

6. Copy and move cell entries.

7. Specify ranges.

8. Enter formulas and functions.

9. Insert and delete rows and columns.

10. Change cell alignment.

11. Format cells.

12. Enter and format a date.

13. Preview and print a worksheet.

CONCEPT OVERVIEW The following concepts will be introduced in this lab:

1. Data Entries The basic information or data you enter in a cell can be text or

numbers.

2. AutoCorrect The AutoCorrect feature makes some basic assumptions about the

text you are typing and, based on these assumptions, automatically corrects the

entry.

3. Column Width The size or width of a column controls the amount of information

that can be displayed in a cell.

4. Spelling Checker The spelling checker locates misspelled words, duplicate

words, and capitalization irregularities in the active worksheet and proposes the

correct spelling.

5. Thesaurus The thesaurus is a reference tool that provides synonyms, antonyms,

and related words for a selected word or phrase.

6. Copy and Move The contents of worksheet cells can be duplicated (copied) or

moved to other locations in the worksheet or between worksheets, saving you

time by not having to retype the same information.

7. Range A selection consisting of two or more cells on a worksheet is a range.

8. Formula A formula is an equation that performs a calculation on data contained

in a worksheet.

9. Relative Reference A relative reference is a cell or range reference in a formula

whose location is interpreted in relation to the position of the cell that contains the

formula.

10. Function A function is a prewritten formula that performs certain types of

calculations automatically.

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11. Recalculation When a number in a referenced cell in a formula changes, Excel

automatically recalculates all formulas that are dependent upon the changed

value.

12. Alignment Alignment settings allow you to change the horizontal and vertical

placement and the orientation of an entry in a cell.

13. Font and Font Size A font, also commonly referred to as a typeface, is a set of

characters with a specific design.

14. Number Formats Number formats change the appearance of numbers onscreen

and when printed, without changing the way the number is stored or used in

calculations.

LECTURE NOTES I. STARTING EXCEL 2007 (PAGES EX1.5 – EX1.11)

A. Exploring the Excel Window

1. The Excel application window title bar displays the default file name and

program name.

2. The Ribbon below the title

bar consists of seven tabs

that provide access to the

commands and features you

will use to create and modify

a worksheet. Each tab is

divided into groups that contain related items.

3. The formula bar displays entries as they are made and edited in the

workbook window.

4. The Name box, located at the left end of the formula bar, provides

information about the selected item.

5. The large center area of the program window is the workbook window.

6. A workbook is an Excel file that stores the information you enter using

the program.

7. The status bar at the bottom of the Excel window displays information

about various Excel settings.

a. Move the mouse pointer into the center of the workbook window

to see it appear as .

b. Move the mouse pointer to the Ribbon to see it appear as ..

B. Exploring the Workbook Window

1. When you first start Excel 2007, the workbook window displays a new

blank workbook that has many predefined settings. These settings, called

default settings, are stored in the default workbook template file named

Book.xlt.

2. A template is a file that contains settings that are used as the basis for a

new file you are creating.

3. A sheet is used to display different types of information, such as financial

data or charts.

4. A worksheet, also commonly referred to as a spreadsheet, is a

rectangular grid of rows and columns used to enter data.

TIP: Because the Ribbon can adapt to the screen resolution and orientation, your Ribbon may look slightly different. It also may display additional tabs if other application addins associated with Office 2007 are on.

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5. The row numbers along the

left side and the column

letters across the top of the

workbook window identify

each worksheet row and column.

6. The intersection of a row and column creates a cell.

7. Notice the black border, called the cell selector surrounding the cell

located at the intersection of column A and row 1. This identifies the

active cell, which is the cell your next entry or procedure affects.

8. Additionally, the Name box in the formula bar displays the cell reference,

consisting of the column letter and row number of the active cell.

9. Initially, the sheets are named Sheet1, Sheet2, and so on, displayed on

sheet tabs at the bottom of the workbook window. The name of the active

sheet, which is the sheet you can work in, appears bold.

10. The sheet tab area also contains tab scroll buttons, which are used to scroll

tabs right or left when there are more sheet tabs than can be seen.

a. Click the Sheet2 tab.

C. Moving around the Worksheet.

1. The mouse or keyboard commands can be used to move from one cell to

another in the worksheet.

2. To move using a mouse,

simply point to the cell you

want to move to and click the

mouse button.

3. The keyboard and mouse procedures shown in the tables that follow can

be used to move around the worksheet.

Keyboard Action

Moves down one full window

Moves up one full window

+ Moves right one full window

+ Moves left one full window

Moves to beginning of row

+ Moves to upper-left corner cell of worksheet

+ Moves to last used cell of worksheet

Moves to last-used cell in row

Moves to last-used cell in column

Mouse Action

Click scroll arrow Scrolls worksheet one row/column in direction

of arrow

Click above/below scroll box Scrolls worksheet one full window up/down

Click right/left of scroll box Scrolls worksheet one full window right/left

Drag scroll box Scrolls worksheet multiple windows up/down

or right/left

Hold down and drag scroll box Scrolls quickly through multiple rows/columns

TIP: Columns are labeled A through Z, AA through ZZ, and so forth through the last column, XFD. There are 17,179,869,184 cells in a worksheet.

TIP: You can use the directional keys in the numeric keypad (with NumLock off) or, if you have an extended keyboard, you can use the separate directional keypad area.

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4. When you use the scroll bar the active cell does not change until you click

on a cell that is visible in the window. 5. As you use both the mouse and the keyboard, you will find that it is more

efficient to use one or the other in specific situations.

a. Click the Sheet1 tab to make it the active sheet again.

b. Click cell B3.

c. Press (3 times).

d. Press (4 times).

e. Press (3

times).

f. Press + (3 times).

g. Slowly drag the vertical scroll box up the scroll bar until row 1 is

displayed.

h. Slowly drag the

horizontal scroll box

left along the scroll

bar until column A is

displayed.

i. Practice moving around the worksheet using the keys presented in

the table on page EX1.9.

j. Press + to move to cell A1..

II. CREATING NEW WORKSHEETS (PAGES EX1.11 – EX1.13) A. Developing a Worksheet

1. Worksheet development consists of four steps: planning, entering and

editing, testing, and formatting. These steps are described in the table

below.

Step Description

1. Plan Specify the purpose of the worksheet and how

it should be organized. This means clearly

identifying the data that will be input, the

calculations that are needed to achieve the

results, and the output that is desired. As part

of the planning step, it is helpful to sketch out a

design of the worksheet to organize the

worksheet’s structure. The design should

include the worksheet title and row and column

headings that identify the input and output.

Additionally, sample data can be used to help

determine the formulas needed to produce the

output.

2. Enter and edit Create the structure of the worksheet using

Excel by entering the worksheet labels, data,

and formulas. As you enter information, you

TIP: If you have a mouse with a scroll wheel,

rotating the wheel forward or back scrolls up or down a few rows at a time.

TIP: As you scroll, the scroll bar identifies the current row position at the top of the window or column position at the left side of the window in a ToolTip.

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are likely to make errors that need to be

corrected or edited, or you will need to revise

the content of what you have entered to clarify

it or to add or delete information.

3. Test Test the worksheet for errors. Use several sets

of real or sample data as the input, and verify

the resulting output. The input data should

include a full range of possible values for each

data item to ensure the worksheet can function

successfully under all possible conditions.

4. Format Enhance the appearance of the worksheet to

make it more readable or attractive. This step is

usually performed when the worksheet is near

completion. It includes many features such as

boldface text, italic, and color.

2. You will find that you will generally follow these steps in the order listed

above for your first draft of a worksheet. However, you will probably

retrace steps such as editing and formatting as the final worksheet is

developed.

III. ENTERING AND EDITING DATA (PAGES EX1.13 – EX1.21) A. Entering Text

1. When you first start Office Excel 2007, a new blank Excel workbook file

is opened containing three blank worksheets. Each worksheet is like a

blank piece of paper that already has many predefined settings. These

settings, called default settings, are generally the most commonly used

settings.

2. Concept 1: Data Entries. The basic information or data you enter in a

cell can be text or numbers. Text entries can contain any combination of

letters, numbers, spaces, and

any other special characters.

Number entries can include

only the digits 0 to 9 and any of

the special characters, + – ( ) , . / $ % ? =. Number entries can be used in

calculations.

3. Row and column headings are entries that are used to create the structure

of the worksheet and describe other worksheet entries.

4. As you type, the entry is displayed both in the active cell and in the

formula bar.

5. While typing, use the button to cancel the entry and the button to

accept it

6. You can also press the key to complete an entry and the

key to cancel it.

a. Click on cell B2 to move to it.

b. Type January.

c. Press .

TIP: Pressing shift + Enter to complete an entry moves up a cell, and [Ctrl] + Enter completes the entry without moving to another cell.

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B. Clearing an Entry

1. The key can be used to clear the contents from a cell.

a. Move to B2.

b. Press .

c. Move to B3.

d. Type January.

e. Click Enter.

C. Editing an Entry

1. An entry in a cell can be entirely changed in the Ready mode or partially

changed or edited in the Edit mode.

2. To use the Ready mode, you move to the cell you want to change and

retype the entry the way you want it to appear. As soon as a new character

is entered, the existing entry is cleared.

3. To change to Edit mode, double-click on the cell whose contents you want

to edit.

4. In Edit mode, the mouse pointer can be used to move the insertion point in

the entry by positioning the I-beam and clicking.

5. You also can use the arrow keys as shown in the table below.

Key Movement

[] One character to right

[] One character to left

[] One line up

[] One line down

[Ctrl] +[] One word to right

[Ctrl] +[] One word to left

[Home] Left end of line

[End] Right end of line

6. Holding down a directional key or key combination moves quickly in the

direction indicated, saving multiple presses of the key.

7. The key erases characters to the right of the insertion point, and

the key erases characters to the left of the insertion point.

a. Double-click B3.

b. If necessary, move the insertion point to after the “y” in January.

c. Press (4 times).

d. Press .

e. Press .

f. Press [Caps Lock].

g. Press .

h. Type AN.

i. Press .

j. Click on cell C3.

k. Type feb.

l. Press or or click D3.

TIP: You also can use [Ctrl] + D to delete everything to the right of the insertion point.

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m. Complete the column headings by entering MAR in cell D3 and

TOTAL in cell E3.

n. Press [Caps Lock] to turn off this feature.

o. Move to B1.

p. Type Downtown Cafe.

q. Click Enter.

r. Double-click on cell B1 to change to Edit mode.

s. Move the insertion point to the beginning of the word Café.

t. Type Internet followed by a space.

u. Press + .

D. Using AutoCorrect

1. Concept 2: AutoCorrect. The AutoCorrect feature makes some basic

assumptions about the text you are typing and, based on these

assumptions, automatically corrects the entry. The AutoCorrect feature

automatically inserts proper capitalization at the beginning of sentences

and in the names of days of the week. It also will change to lowercase

letters any words that were incorrectly capitalized because of the

accidental use of the [Caps Lock] key. In addition, it also corrects many

common typing and spelling errors automatically.

a. Move to B2.

b. Type Firts Quater Forecast.

c. Press .

d. Complete the row headings for the Sales portion of the worksheet

by entering the following headings in the indicated cells.

Cell Heading

A4 Sales

A5 Espresso

A6 Coffee

A7 Food/Beverage

A8 Merchandise

A9 Computer

A10 Total Sales.

E. Entering Numbers

1. When entering numbers, it is not necessary to type the comma to separate

thousands or the currency ($)

symbol.

a. Move to B5.

b. Type 13300 and press

.

c. In the same manner,

enter the January sales numbers for the remaining items using the

values shown below.

Cell Number

B6 5800

B7 3600

TIP: You can use the number keys above the alphabetic keys or the numeric keypad area to enter numbers. If you use the numeric keypad, the NumLock key must be on.

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B8 1000

B9 600.

IV. CHANGING COLUMN WIDTHS (PAGES EX1.22 – EX1.24) A. Dragging the Column Boundary

1. Concept 3: Column Width. The size or width of a column controls the

amount of information that can be displayed in a cell. A text entry that is

larger than the column width will be fully displayed only if the cells to the

right are blank. If the cells to the right contain data, the text is interrupted.

On the other hand, when

numbers are entered in a cell,

the column width is

automatically increased to

fully display the entry.

2. The column width can be quickly adjusted by dragging the boundary line

located to the right of the column letter. Dragging it to the left decreases

the column width, while dragging it to the right increases the width.

a. Point to the boundary line to the right of the column letter A and

when the mouse pointer changes to , click and drag the mouse

pointer to the right.

b. When the ScreenTip displays 18.00, release the mouse button.

B. Setting Column Width to a Specified Value

a. Move to any cell in column A.

b. Click in the Cells group and choose Column Width.

c. Type 15 in the Column width text box and click .

C. Using AutoFit

1. Another way to change the column width is to use the AutoFit feature to

automatically adjust the width to fit the column contents. When using

AutoFit, double-click the boundary to the right of the column heading of

the column you want to fit to contents.

a. Double-click the right boundary line of column A.

V. SAVING, CLOSING, AND OPENING WORKBOOKS (PAGES EX1.24 – EX1.28) A. Saving a New Workbook.

1. Changes to a workbook are not permanently changed until the file is

saved.

2. As a backup against the accidental loss of work because of power failure

or other mishap, Office 2007 applications include an AutoRecover feature. The time interval between automatic saving can be set to any period you

specify; the default is every 10 minutes.

3. The Save command or the Save button will save the active file using

the same file name by replacing the contents of the existing file with the

document as it appears on your screen.

4. The Save As command is used to save a file with a new file name or to a

new location. This action leaves the original file unchanged.

5. When a workbook is saved for the first time, either command can be used.

TIP: You can quickly return the column width to the default width setting using

/Default Width.

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6. This Save As dialog box is used to specify the location to save the file and

the file name. The Save In drop-down list box displays the default folder

as the location where the file will be saved, and the File Name text box

displays the proposed file name.

7. Previous versions of Excel used the .xls file extension. If you plan to share

a file with someone using Excel 2003 or earlier, you can save the file

using the .xls file type; however, some features may be lost. Otherwise, if

you save it as an .xlsx file type, the recipient may not be able to view all

the features.

a. Click Office Button.

b. Choose Save As.

c. Open the Save In

dropdown list box.

d. Select the appropriate location to save the file.

e. Double-click in the File Name text box to highlight the file name.

f. Type Cafe Forecast.

g. Click or press

B. Closing a Workbook

1. If you had made additional changes, Excel would ask if you wanted to

save the file before closing it.

a. Click Office Button and choose Close.

C. Opening an Existing Workbook

1. When you open a file, the Open dialog box is displayed. You select the

location and name of the file you want to open from the Look In drop-

down menu.

a. Click Office Button and choose Open.

b. Select ex01_Cafe Forecast1.

c. Click .

VI. USING PROOFING TOOLS (PAGES EX1.28 – EX1.33) A. Checking Spelling

1. When entering information into a worksheet, you are likely to make

spelling and typing errors. To help locate and correct these errors, the

spelling checker feature can be used.

2. Concept 4: Spelling Checker. The spelling checker locates misspelled

words, duplicate words, and

capitalization irregularities in

the active worksheet and

proposes the correct spelling.

This feature works by comparing each word to a dictionary of words,

called the main dictionary, that is supplied with the program. You also

can create a custom dictionary to hold words you commonly use but that

are not included in the main dictionary.

TIP: Your Save As dialog box may or may not display file extensions depending upon your Windows Folder setup.

TIP: Spell checking operates the same way in all Office 2007 programs. The dictionaries are shared between Office applications.

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3. The first cell containing a misspelled word becomes the active cell and the

Spelling dialog box is displayed. Spelling dialog box options are

described below:

Option Effect

Ignore Once Leaves selected word unchanged, but indicates as misspelled

the next occurrence of the same word

Ignore All Leaves this word and all identical words in worksheet

unchanged

Change Changes selected word to the word highlighted in

Suggestions text box or the entry made in the Not in

Dictionary textbox

Add to Dictionary Adds selected word to a custom dictionary so Excel will not

question this word during subsequent spell checks

Change All Changes this word and all identical words in worksheet to

word highlighted in Suggestions text box or the entry made

in the Not in Dictionary textbox

AutoCorrect Adds a word to the AutoCorrect list so the word will be

corrected as you type

a. If necessary, move to A1.

b. Open the Review tab.

c. Click in the Proofing group.

d. Click .

e. Change this word to Miscellaneous.

f. Click to end spell checking.

B. Using the Thesaurus

1. Concept 5: Thesaurus. The thesaurus is a reference tool that provides

synonyms, antonyms, and related words for a selected word or phrase.

Synonyms are words with a similar meaning, such as “cheerful” and

“happy.” Antonyms are words with an opposite meaning, such as

“cheerful” and “sad.” Related words are words that are variations of the

same word, such as “cheerful” and “cheer.”

2. To use the thesaurus, first move to the cell containing the word you want

to change. If a cell contains multiple words, you need to select the

individual word in the cell.

3. Thesaurus results are shown in the Research task pane.

4. When you point to a word in the list, a drop-down list of three menu

options, Insert, Copy, and Lookup, become available.

a. Move to A14.

b. Click in the Proofing group.

c. Click the heading “carry on.”

d. Point to “pay” and click to display the menu.

e. Choose Insert.

f. Click in the title bar of the Research task pane to close it.

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VII. DUPLICATING CELL CONTENTS (PAGES EX1.33 – EX1.43) A. Using Copy and Paste

1. Concept 6: Copy and Move. The contents of worksheet cells can be

duplicated (copied) or moved to other locations in the worksheet or

between worksheets, saving you time by not having to retype the same

information. An entry that is copied leaves the original, called the source

or copy area, and inserts a duplicate at a new location, called the

destination or paste area. A selection that is moved is removed or cut

from the original location in the source and inserted at the destination.

2. When copying and pasting entries, you first use the Copy command to

copy the cell contents to the system Clipboard. Then you move to the new

location where you want the contents copied and use the Paste command

to insert the system Clipboard contents into the selected cells. Be careful

when pasting to the new location because any existing entries are replaced.

3. A moving border identifies the source and indicates that the contents have

been copied to the system Clipboard.

4. Each time the paste

command is used, the Paste

Options button is available.

Clicking on the button opens

the Paste Options menu that allows you to control how the information

you are pasting is inserted.

a. Move to B14.

b. Open the Home tab.

c. Click Copy in the Clipboard group.

d. Move to C14.

e. Click .

f. Move to D14.

g. Press .

B. Selecting a Range

1. Concept 7: Range. A selection consisting of two or more cells on a

worksheet is a range. The cells in a range can be adjacent or nonadjacent.

An adjacent range is a rectangular block of adjoining cells. A

nonadjacent range consists of two or more selected cells or ranges that

are not adjoining.

2. A range reference identifies the cells in a range. A colon is used to

separate the first and last cells of an adjacent range reference. For

example, A2:C4 indicates the range consists of cells A2 through C4. Commas separate the cell references of a nonadjacent range. For example,

A10,B12,C14 indicates the range consists of cells A10, B12, and C14 of a

nonadjacent range.

3. You can select a range using the mouse procedures shown in the following

table.

To Select Mouse

TIP: You also can cancel a moving border and clear the system Clipboard contents by

pressing .

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A range Click first cell of range and drag to the last cell

A large range Click first cell of range, hold down [Shift] and

click last cell of range

All cells on worksheet Click the Select All button located at the

intersection of the row and columns headings

Nonadjacent cells or ranges Select first cell or range, hold down [Ctrl]

while selecting the other cell or range

Entire row or column Click the row or column heading

Adjacent rows or columns Drag across the row or column headings

Nonadjacent rows or columns Select first row or column, hold down [Ctrl]

and select the other rows or columns

a. Move to B15.

b. Click Copy.

c. Drag to select the range of cells C15 through D15.

d. Click .

C. Using the Fill Handle

1. Another way to copy is to drag the fill handle, the black box in the lower

right corner of a selection.

2. When you copy by dragging the fill handle, the AutoFill Options button

appears. Its menu commands are used to modify how the fill operation

was performed.

a. Drag to select cells B16:B18.

b. Point to the fill handle and when the mouse pointer is a , drag the

mouse to extend the selection to cells D16:D18.

c. Release the mouse button.

D. Inserting Copied Cells

1. You can insert copied data

between existing data.

2. To indicate where to place the

copied content, you move the

cell selector to the upper-left cell of the area where you want the selection

inserted.

a. Copy the contents of cells A3 through E3.

b. Move to A11.

c. Click in the Cells group.

E. Cutting and Moving Entries

1. You can cut and paste using the same methods involved in copying and

pasting.

TIP: You also can insert cut selections

between existing cells by choosing Insert Cut Cells from the drop down menu.

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2. When you paste, the cell contents are removed and inserted at the new

location, copying over any existing content.

3. Another way you can cut and paste is to use drag and drop editing to move

the cell contents.

a. Press to clear the moving border.

b. Select cells A21 through A23.

c. Press + X.

d. Move to cell A22.

e. Press + V.

f. Move to cell A24.

g. Point to the border of the selection and when the mouse pointer

shape is , drag the selection down one row to cell A25 and

release the mouse button.

h. Click Office Button and choose Save As.

i. Save the changes you have made to the workbook as Café

Forecast1 to your data file location.

VIII. WORKING WITH FORMULAS (PAGES EX1.43 – EX1.55) A. Entering Formulas

1. Concept 8: Formula. A formula is an equation that performs a

calculation on data contained in a worksheet. A formula always begins

with an equal sign (=) and uses arithmetic operators.

2. An operator is a symbol that specifies the type of numeric operation to

perform. Excel includes the following operators: + (addition), –

(subtraction), / (division), * (multiplication), % (percent), and ^

(exponentiation).

3. The calculated result from formulas is a variable value because it can

change if the data it depends on changes. In contrast, a number entry is a

constant value.

4. Excel calculates the formula from left to right and performs the calculation

in the following order: percent, exponentiation, multiplication and

division, and addition and subtraction (see Example A). This is called the

order of precedence.

5. The values on which a numeric formula performs a calculation are called

operands. Numbers or cell references can be operands in a formula.

6. A formula is entered in the

cell where you want the

calculated value to be

displayed.

a. Move to E5.

b. Type =b.

c. Type 5+c5+d5.

d. Press + or click Enter in the Formula bar.

B. Copying Formulas

1. Just as you can with text and numeric entries, you can copy formulas from

one cell to another.

TIP: As you drag, an outline of the cell selection appears and the mouse pointer displays the cell reference to show its new location in the worksheet.

TIP: Cell references can be typed in either uppercase or lowercase letters. Spaces between parts of the formula are optional.

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2. Concept 9: Relative Reference. A relative reference is a cell or range

reference in a formula whose location is interpreted by Excel in relation to

the position of the cell that contains the formula. When a formula is

copied, the referenced cells in the formula automatically adjust to reflect

the new worksheet location.

a. Copy the formula in cell E5 to cells E6 through E9 using any of the

copying methods.

b. Move to E6.

c. If necessary, press to clear the moving border.

d. Move to cell E7, E8, and then to cell E9..

C. Entering Functions

1. Concept 10: Function. A function is a prewritten formula that performs

certain types of calculations automatically. The syntax or rules of

structure for entering all functions is =Function name (argument1,

argument2, . . .) The function name identifies the type of calculation to be

performed. Most functions require that you enter one or more arguments

following the function name. An argument is the data the function uses to

perform the calculation.

2. Some functions, such as several of the date and time functions, do not

require an argument. However, you still need to enter the opening and

closing parentheses; for example, =NOW().

3. Excel includes several hundred functions divided into 11 categories. Some

common functions from each category and the results they calculate are

shown in the following table.

Category Function Calculates

Financial PMT Calculates the payment for a

loan based on constant

payments and a constant

interest rate

PV Returns the present value of

an investment—the total

amount that a series of future

payments is worth now

FV Returns the future value of an

investment—the total amount

that a series of payments will

be worth

Date & Time TODAY the serial number that

represents today’s date

DATE Returns the serial number of a

particular date

NOW Returns the serial number of

the current date and time

Math & Trig SUM Adds all the numbers in a

range of cells

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ABS the absolute value of a number

(a number without its sign)

Statistical AVERAGE Returns the average

(arithmetic mean) of its

arguments

Lookup & Reference HLOOKUP Looks for a value in the top

row of a table and returns the

value in the same column

from a row you specify

VLOOKUP Looks for a value in the

leftmost column of a table and

returns the value in the same

row from a column you

specify

Database DSUM Adds the numbers in the field

(column) or records in the

database that match the

conditions you specify

DAVERAGE Averages the values in a

column in a list or database

that match conditions you

specify

Text PROPER Converts text to proper case in

which the first letter of each

word is capitalized

UPPER Converts text to uppercase

LOWER Converts text to lowercase

SUBSTITUTE Replaces existing text with

new text in a text string

Logical IF Returns one value if a

condition you specify

evaluates to TRUE and

another value if it evaluates to

FALSE

AND Returns TRUE if all its

arguments are TRUE; returns

FALSE if any arguments are

FALSE

OR Returns TRUE if any

arguments are TRUE; returns

FALSE if all arguments are

FALSE

NOT Changes FALSE to TRUE or

TRUE to FALSE

IFERROR Returns value-if-error if

expression is an error and the

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value of the expression itself

otherwise

Information ISLOGICAL Returns TRUE if value is a

logical value, either TRUE or

FALSE

ISREF Returns TRUE if value is a

reference

Engineering BIN2DEC Converts a binary number to

decimal

CONVERT Converts a number from one

measurement system to

another

Cube CUBESETCOUNT Returns the number of items

in a set

4. The Sum button also includes a dropdown menu from which you

can select several other common functions.

a. Move to B10.

b. Click Sum in the Editing group.

c. Click Enter.

d. Copy the function from

cell B10 to cells C10

through E10.

e. Move to C10.

f. Enter MIN in cell F3,

MAX in cell G3, and

AVG in cell H3.

g. Move to F5.

h. Open the Sum drop-down menu and choose Min.

i. Select the range B5:D5 and click Enter.

j. Enter the MAX function in cell G5 and the AVG function in cell

H5 to calculate the Espresso sales values.

k. Copy the functions in cells F5:H5 to F6 through H9.

l. Move to H9.

D. Using Pointing to Enter a Formula

1. Rather than typing in the cell references for the formula, you can enter

them by selecting the worksheet cells.

2. To simplify the process of entering and copying entries, you can enter data

into the first cell of a range and have it copied to all other cells in the

range at the same time by using + to complete the entry.

3. During the process of using the pointer to enter a formula, the status bar

displays “Point”.

a. Select B13 through D13.

b. Type =.

TIP: The Sum button also can calculate a grand total if the worksheet contains subtotals. Select a cell below or to the right of a cell that contains a subtotal and then click Sum.

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c. Click cell B5.

d. Type *25%+.

e. Click on B6.

f. Type *30%+.

g. Click on B7.

h. Type *60%.

i. Press +

.

j. Select cells B14

through D14.

k. Type =.

l. Click on B8.

m. Type *70%.

n. Press + .

o. Select B13 through E20.

p. Click Sum.

q. Select B23 through E23.

r. Enter the formula =B10-B20.

s. Press + .

t. Select B25 through E25.

u. Enter the formula =B23/B10.

v. Press + .

E. Recalculating the Worksheet

1. Concept 11: Recalculation. When a number in a referenced cell in a

formula changes, Excel automatically recalculates all formulas that are

dependent upon the changed value. Because only those formulas directly

affected by a change in the data are recalculated, the time it takes to

recalculate the workbook is reduced. Without this feature, in large

worksheets it could take several minutes to recalculate all formulas each

time a number is changed in the worksheet. Recalculation is one of the

most powerful features of electronic worksheets.

a. Change the entry in cell B9 to 400.

b. Press + to complete the edit.

IX. INSERTING AND DELETING ROWS AND COLUMNS (PAGES EX1.55 – EX1.57) A. Inserting Rows

1. To quickly add and remove entire rows and columns of information, you

can insert and delete rows

and columns.

2. A new blank row is inserted

above the active cell location

and all rows below it shift

down a row.

3. Blank cells are inserted above or to the left of the active cell and blank

columns are inserted to the left of the active cell.

TIP: Even when a range is selected, you can

still point to specify cells in the formula. You also can use the direction keys to move to the cell.

TIP: Select a cell, row, or column and

choose /Delete Cells, Delete Sheet Rows, or Delete Sheet Columns to delete it and shift the other cells, rows, or columns up or to the left.

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4. You can quickly delete selected cells, rows, and columns and all

information in surrounding cells, rows, or columns automatically shifts

appropriately to fill in the space.

5. Whenever you insert or delete cells, rows, or columns, all formula

references to any affected cells adjust accordingly.

a. Move to A18.

b. Open the drop-down menu in the Cells group and

choose Insert Sheet Rows.

c. Enter the heading Advertising in cell A18 and the value 600 in

cells B18 through D18.

d. Copy the function from cell E17 to E18 to calculate the total

advertising expense.

e. Move to cell B21.

f. Click Save to save the worksheet using the same file name.

B. Deleting Columns

1. To specify which column to delete, select any cell in the column.

a. Select cells F21 and G21.

b. Open the drop-down menu in the Cells group and

choose Delete Sheet Columns.

X. FORMATTING THE WORKSHEET (PAGES EX1.57 – EX1.75) A. Changing Cell Alignment

1. Format controls how entries are displayed in a cell and includes such

features as the position of data in a cell, character font and color, and

number formats such as commas and dollar signs.

2. Alignment is a basic format setting that is used in most worksheets.

3. Concept 12: Alignment. Alignment settings allow you to change the

horizontal and vertical placement and the orientation of an entry in a cell.

Horizontal placement allows you to left-, right-, or center-align text and

number entries in the cell space. Vertical placement allows you to specify

whether the cell contents are displayed at the top, the bottom, or the center

of the vertical cell space or justified vertically. You also can change the

angle of text in a cell by varying the degrees of rotation.

4. The default workbook horizontal alignment settings left-align text entries

and right-align number entries.

a. Move to B3.

b. Hold down and double-click the right cell border of cell

B3.

c. Click Align Text Right from the Alignment group.

d. Select B11 through E11.

e. Click Align Text Right.

B. Indenting Entries

1. To select nonadjacent cells or

cell ranges, after selecting the

first cell or range, hold down

TIP: You also can select entire nonadjacent

rows or columns by holding down [Ctrl] while selecting the rows or columns

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while selecting each additional cell or range. You will select the

cells and indent their contents.

a. Select A5 through A9.

b. Hold down .

c. Select A13 through A20.

d. Release .

e. Click Increase Indent in the Alignment group.

f. AutoFit the width of column A.

g. Select A10, A21, and A24.

h. Click Align Text Right.

C. Centering across a Selection

1. You can merge or combine the cells in a range into a single large merged

cell and then center the contents of the range in the merged cell. This

process is easily completed in one simple step using the Merge and Center

command.

2. You also can use the commands in the Merge and Center drop-down

menu shown in the following table to control a merge.

Merge Menu Action

Merge and Center Merges cells and centers entry

Merge Across Merges cells horizontally

Merge Cells Merges cells horizontally and

vertically

UnMerge Cells Splits cells that have been merged

back into

individual cells

a. Select A1 through F1.

b. Click Merge and Center in the Alignment group.

c. Merge and center the second title line across columns A through F.

D. Changing Fonts and Font Sizes

1. Concept 13: Font and Font

Size. A font, also commonly

referred to as a typeface, is a

set of characters with a specific design. The designs have names such as

Times New Roman and Courier. Using fonts as a design element can add

interest to your document and give readers visual cues to help them find

information quickly.

2. Serif fonts have a flair at the base of each letter that visually leads the

reader to the next letter. Two common serif fonts are Roman and Times

New Roman.

3. Sans serif fonts do not have a flair at the base of each letter. Arial and

Helvetica are two common sans serif fonts.

TIP: The Font settings are common to all Office 2007 programs.

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4. Size is the height and width of the character and is commonly measured in

points, abbreviated pt. One point equals about 1/72 inch, and text in most

worksheets is 10 pt or 12 pt.

5. As you point to the font options, the selected text in the worksheet

displays how it will appear if chosen. This is the Live Preview feature of

Excel.

a. Select A1 and A2.

b. Open the Font drop-down list box in the Font

group.

c. Scroll the list and choose Impact.

d. Open the Font Size drop-down list box.

e. Point to several different font sizes in the list to see the Live

Preview.

f. Choose 14.

E. Applying Character Effects

1. In addition to changing font and font size, you can apply different

character effects to enhance the appearance of text. The table below

describes some of the effects and their uses.

Format Example Use

Bold Bold Adds emphasis.

Italic italic Adds emphasis

Underline Underline Adds emphasis.

Strikethrough Strikethrough Indicates words to be deleted.

Double strikethrough Double strikethrough Indicates words to be deleted.

Superscript “To be or not to be.”1 Used in footnotes and

formulas.

Subscript H2O Used in formulas.

Color Color Color Color Color Adds interest

2. Many of the formatting commands are also available on the Mini toolbar

that appears when you display the shortcut menu. To use the Mini toolbar,

choose command buttons just as you would from the Ribbon.

a. Select B3 through F3.

b. Click Bold.

c. Click Underline.

d. Select A5 through A9.

e. Right-click on the selection to display the Mini toolbar.

f. Click Bold.

g. Click Italic.

F. Using Undo

1. One way to remove the format from the cells is to use Clear in the

Editing group and choose Clear Formats.

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2. Recently entered changes to the formatting by be removed using the Undo

function.

3. If you change your mind after you Undo an action, the Redo button

is available so that you can

restore the action you just

undid.

4. Undo is convenient if the

actions you want to reverse were recently performed; however, if you have

performed several other actions since performing the ones you want to

undo, those actions also will be reversed.

a. Open the Undo drop-down list in the Quick Access Toolbar.

b. Move the mouse pointer down the list to highlight the Italic and

Bold actions.

c. Click on the highlighted selection.

G. Using Format Painter

1. Format Painter applies the formats associated with the current selection

to new selections.

2. To turn on the feature, move

the insertion point to the cell

whose formats you want to

copy and click the Format

Painter button. Then you

select the cell to which you want the formats applied.

3. If you double-click the Format Painter button, you can apply the

formats multiple times.

a. Apply bold to cell A10.

b. With cell A10 selected, double-click Format Painter in the

Clipboard group.

c. Click A21.

d. Click A24.

e. Click Format Painter to turn it off.

f. Move to B3.

g. Single-click on Format Painter and copy the format to cells

B11 through E11.

H. Formatting Numbers

1. Concept 14: Number Format. Number formats change the appearance

of numbers onscreen and when printed, without changing the way the

number is stored or used in calculations. When a number is formatted, the

formatting appears in the cell while the value without the formatting is

displayed in the formula bar.

2. The primary difference between the Accounting and the Currency formats

is that the Accounting format aligns numbers at the decimal place and

places the dollar sign in a column at the left edge of the cell space. In

TIP: The keyboard shortcut for Redo is [Ctrl] + Y. You also can click Redo repeatedly to undo the actions in the list one by one.

TIP: When Format Painter is on, the mouse pointer appears as and the cell whose format will be copied appears with a moving border.

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addition, it does not allow you to select different ways of displaying

negative numbers but displays them in black in parentheses.

a. Select cells B5 through F10.

b. Open the Number format drop-down list in the

Number group.

c. Choose Currency.

d. Click in the Number group to open the Format Cells Number

dialog box.

e. From the Category list box, select Accounting.

f. Reduce the decimal places to 0.

g. Click .

h. Select the range B13 through E21.

i. Click Accounting Number Format in the Number group.

j. Click Decrease Decimal twice.

k. Select B24 through E24.

l. Click Accounting Number Format on the Mini toolbar.

m. Click Decrease Decimal twice on the Mini toolbar.

n. Select B26 through E26.

o. Click Percent Style on the Mini toolbar.

p. Click Increase Decimal twice on the Mini toolbar.

I. Adding Font Color

1. Font color can be applied to all the text in a selected cell or range or to

selected words or characters in a cell.

2. Automatic is the default text color setting. This setting automatically

determines when to use black or white text. Black text is used on a light

background and white text on a dark background.

3. As you point to a color, the entry in the selected cell changes color so you

can preview how the selection would look. A ScreenTip displays the name

of the standard color or the description of the theme color as you point to

it.

a. Select A1 through A2.

b. Open the Font Color drop-down menu in the Font group.

c. Select purple from the Standard Colors bar.

J. Adding Fill Color

1. Generally, when adding color to a worksheet, use a dark font color with a

light fill color or a light font color with a dark fill color.

a. Select cells A1 through F4.

b. Open the Fill Color drop-down color palette.

c. Point to several colors to see a Live Preview.

d. Select the orange color from the Standard Colors bar.

e. Select cells A11 through F12 and click Fill Color to apply

the last selected fill color.

f. Apply the same fill color to A23:F23 and A26:F26.

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K. Adding and Removing Cell Borders

1. Excel includes many predefined border styles that can be added to a single

cell or to a range of cells.

2. When adding borders, the border also is applied to adjacent cells that share

a bordered cell boundary.

3. When pasting a cell that includes a cell border, the border is included

unless you specify that the paste does not include the border.

4. If you want to remove a border style from one area of a selection and add

a border to another area, you need to remove all borders first and then

apply the new border styles.

a. Select the range A1 through F26.

b. Open the Borders drop-down menu in the Font group and

choose the Thick Box Border style.

c. Click outside the range to see the border.

d. Copy cell A1 and paste it in cell G2.

e. Move to G4, open the drop-down menu and choose No

Borders.

f. Move to G6.

g. Move to G2 and choose No Border from the Borders drop-

down menu.

h. Apply a Bottom Double Border to the selection.

i. Move to G6 to see the changes.

j. Undo your last four actions.

k. Drag the row 3 bottom boundary line down to increase the row

height to 22.50.

l. Move to any cell in row 11 and choose Delete Sheet Rows from

the drop-down menu in the Cells group.

m. In the same manner, delete rows 21 and 23.

n. Add bold and purple font color to cells A4, A11, A21, and A23.

o. Click Save to save the worksheet changes..

XI. ENTERING THE DATE (PAGES EX1.75 – EX1.77) A. Entering the Date

1. Excel stores all dates as serial values with each day numbered from the

beginning of the 20th century. The date serial values are consecutively

assigned beginning with 1, which corresponds to the date January 1, 1900,

and ending with 2958465,

which is December 31, 9999.

a. Enter your first and

last name in cell A25.

b. Enter the current date

as mm/dd/yy in cell A26.

c. If necessary, move to cell A26.

d. Click in the Number group to open the Format Cells dialog box.

TIP: You also could use the Today function, =Today(), to display the current date in the default date format or the keyboard shortcut [Ctrl] + ;.

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e. Choose the month xx, xxxx (March 14, 2001) date format from the

Type list.

f. Click .

XII. PREVIEWING AND PRINTING A WORKSHEET (PAGES EX1.77 – EX1.82) A. Previewing the Worksheet

1. Print Preview shows you how the worksheet will appear on the printed

page.

a. Click Office

Button.

b. Point to Print and

choose Print Preview from the Print submenu.

c. Click the worksheet title.

B. Printing the Worksheet

1. From the Print dialog box, you need to specify the printer you will be

using and the document settings.

2. The Print Range area lets you specify how much of the worksheet you

want printed. The range options are described in the following table:

Option Action

All Prints the entire worksheet.

Pages Prints pages you specify by typing page

numbers in the text box.

Selection Prints selected range only.

Active Sheet(s) Prints the active worksheet.

Entire Workbook Prints all worksheets in the workbook.

a. Click on the worksheet again to return to full page view.

b. Click .

c. If necessary, make sure your printer is on and ready to print.

d. If you need to change the selected printer to another printer, open

the Name drop-down list box and select the appropriate printer.

e. Click .

C. Displaying and Printing Formulas

a. Open the Formulas tab.

b. Click in the Formula Auditing group.

c. Move to B10.

D. Changing Page Orientation and Scaling

1. Orientation is the direction the output is printed on a page.

2. The default orientation is portrait. Landscape prints across the length of

the paper.

3. The scaling feature will reduce or enlarge the worksheet contents by a

percentage or to fit it to a specific number of pages by height and width.

a. Click Office Button.

TIP: If you have a monochrome printer, the preview appears in shades of gray, as it will appear when printed

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b. Point to Print and choose Print Preview.

c. Click and choose Landscape.

d. Choose Fit to.

e. Click .

f. Print the worksheet.

g. Press [Ctrl] + [`] to return the display to values..

XIII. EXITING EXCEL 2007 (PAGES EX1.82) A. Exiting Excel

1. The Exit Excel command in

the Office Button menu is used

to quit the Excel program.

Alternatively, you can click the

Close button in the application window title bar.

2. If you attempt to close the application without first saving the workbook,

Excel displays a warning asking whether you want to save your work.

a. Move to cell A1.

b. Click Close (in the application window title bar).

c. Click to resave the worksheet.

TIP: Excel saves the file with the cell selector in the same cell location it is in at the time it is saved.

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ANSWERS TO LAB EXERCISES

Screen Identification

A. Font

B. Fill color

C. Font color

D. .

E. Numeric entry

F. Row

G. Cell

H. Column

I. Border

J. Sheet tabs

K. Status bar

L. Workbook window

M. Text label

N. Cell reference

O. Formula bar

P. Format painter

Matching

A. 2

B. 4

C. 1

D. 5

E. 11

F. 10

G. 3

H. 8

I. 7

J. 9

True/False

1. False

2. False

3. True

4. True

5. True

6. False

7. False

8. True

9. True

10. False

Fill-In

1. Active cell

2. Serial numbers

3. Non-adjacent range

4. Destination

5. Workbook

6. Custom

7. Merged

8. Spreadsheet

9. Numeric

10. Serif

Multiple Choice

1. A

2. D

3. D

4. D

5. C

6. A

7. B

8. A

9. B

1. D

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SOLUTIONS TO HANDS-ON EXERCISES STEP-BY-STEP Solutions to exercises 1 through 5 are also on the Instructor’s CD-ROM.

1. Animal Rescue Foundation Adoption Analysis. Save as Animal Housing Analysis.

Complete in 30 minutes.

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2. Hurricane Analysis Worksheet. Save as US Hurricanes Analysis. Complete in 20

minutes.

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3. Comparative Median Income for Four-Person Families. Save as Family Income.

Complete in 30 minutes.

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4. Publishing Industry Salary Analysis. Save as Publishing Salaries. Complete in 30

minutes.

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5. Pecan Groves Homeowners Association. Save as Pecan Groves Budget. Complete in 30

minutes.

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ON YOUR OWN Solutions to On Your Own and Additional Exercises will vary.

1. Tracking Your Calories. Save as Calorie Tracking. Complete in 30 minutes.

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2. Creating a Personal Budget. Save as Personal Budget. Complete in 30 minutes.

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3. Tracking Project Hours. Save as Project Hours. Complete in 45 minutes.

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4. Music Analysis. Save as Music Analysis. Complete in 45 minutes.

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5. Home Electronics Analysis. Save as Home Electronics Analysis. Complete in 30

minutes.

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ADDITIONAL LAB EXERCISES 1. Baseball Stats. Save as Player Stats. Complete in 15 minutes.

Joe Davis is your favorite baseball player. Shown in the table below is a portion of his 2002

statistics. Create formulas to calculate the following missing data:

Batting average (hits/at bats)

Total Bases (hits + Doubles + (2 * Triples) + (3 * Home Runs))

Fielding Average ((Putouts + Assists) / (Putouts + Assists + Errors))

Use your new Excel skill to enhance the worksheet with ClipArt, fill color, and font

enhancements.

G AB H R 2B 3B HR RBI TB BA PO A E Fld

Avg

143 547 172 146 28 5 24 72 439 7 9

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2. Baseball Cards. Save as Baseball Cards. Complete in 25 minutes.

You are a collector of rare baseball cards. During the past five years the price of these cards has

exploded. Create a spreadsheet listing your top ten favorite cards and their price for each year.

Include a column that shows the average price increase and a row that shows the value of the ten

cards each year. Enhance your worksheet with colors, fonts, and ClipArt of your choice.

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3. Retirement Income. Save as Retirement. Complete in 25 minutes.

A dedicated teacher in the computer science department is considering retirement. He has

taught 27 years and has 5 years in the military that count toward retirement. Create a

worksheet that shows his expected yearly pension income. The income for retirement is

based on $54,000. Each of his 27 years of teaching is worth 2.3% and each military year

is 2%. There is a 3% per year penalty for retiring prior to 35 years. Enhance your

worksheet with colors, fonts, and ClipArt of your choice. Save as Retirement.

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REFERENCES

Command Summary

Command Shortcut Action

Office Button Menu

New + N Opens a new blank workbook

Open + O

Opens an existing workbook

file

Save + S

Saves file using same file

name

Save As F12

Saves file using a new file

name

Print + P Prints a worksheet

Print/Print Preview

Displays worksheet as it will

appear when printed

Close + F4 Closes open workbook file

Displays and changes program

settings

Or + F4 Exits Excel program

Quick Access Toolbar

Save + S

Saves document using same

file name

Undo + Z

Reverses last editing or

formatting change

Redo + Y

Restores changes after using

Undo

Home tab

Clipboard group

+ V

Pastes selections stored in

system Clipboard

Cut + X

Cuts selected data from the

worksheet

Copy + C

Copies selected data to system

Clipboard

Format Painter

Copies formatting from one

place and applies it to another

Font group

Font Changes text font

Font Size Changes text size

Bold + B Bolds selected text

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Italic + I Italicizes selected text

Underline + U Underlines selected text

Border

Adds border to specified area

of cell or range

Fill Color Adds color to cell background

Font Color Adds color to text

Alignment group

Align Text Left Left-aligns entry in cell space

Center

Center-aligns entry in cell

space

Align Text Right

Right-aligns entry in cell

space

Increase Indent Indents cell entry

Decrease Indent

Reduces the margin between

the left cell border and cell

entry.

Merge & Center

Combines selected cells into

one cell and centers cell

contents in new cell

Number group

Number

Format

Applies selected number

formatting to selection

Accounting

Applies Accounting number

format to selection

Percent Style

Applies Percent Style format

to selection

Increase Decimal

Increases number of decimal

places

Decrease Decimal

Decreases number of decimal

places

Cells group

/Insert Cells Inserts blank cells, shifting

existing cells down

/Insert Cut Cells

cut row of data into new

worksheet row, shifting

existing rows down

/Insert Copied

Cells

Inserts copied row into new

worksheet row, shifting

existing rows down

/Insert Sheet

Rows

Inserts blank rows, shifting

existing rows down

/Insert Sheet

Columns

Inserts blank columns, shifting

existing columns right

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/Delete Sheet

Rows

Deletes selected rows, shifting

existing rows up

/Delete Sheet

Columns

Deletes selected columns,

shifting existing columns left

/Row Height Changes height of selected

row

/AutoFit Row

Height

Changes row height to match

the tallest cell entry

/Column Width Changes width of selected

column

/AutoFit Column

Width

Changes column width to

match widest cell entry

/Default Width Returns column width to

default width

Editing group

Sum Calculates the sum of the

values in the selected cells

Sum/Average Calculates the average of the

values in the selected range

Sum/Min Returns the smallest of the

values in the selected range

Sum/Max Returns the largest of the

values in the selected range

Fill/Right + R Continues a pattern to adjacent

cells to the right

Clear Removes both formats and

contents from selected cells

Clear/Clear Formats Clears formats only from

selected cells

Clear/Clear Contents Clears contents only from

selected cells

Formulas tab

Formula Auditing group

+ ‘ Displays and hides worksheet

formulas

Review tab

Proofing group

F7 Spell-checks worksheet

Opens the Thesaurus for the

selected word in the Research

task pane

Print Preview tab

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+ P Opens Print dialog box

Shows the Page tab of the

Page Setup dialog box

/Landscape

Changes page orientation to

landscape

/Fit To

Scales the worksheet to fit a

specified number of pages

Changes the zoom level of the

document preview

Closes Print Preview and

returns to editing document

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Key Terms Active cell: The cell displaying the cell selector that will be affected by the next entry or procedure.

Active sheet: A sheet that contains the cell selector and that will be affected by the next action.

Adjacent range: A rectangular block of adjoining cells.

Alignment: The vertical or horizontal placement and orientation of an entry in a cell.

Antonym: Words with opposite meaning, such as “cheerful” and “sad.”

Argument: The data used in a function on which the calculation is performed.

AutoCorrect: A feature that makes basic assumptions about the text you are typing and automatically

corrects the entry.

AutoFit: Used to automatically adjust the width of a column to fit the contents.

AutoRecover: Feature that periodically saves your open files to a temporary recovery file as a protection

against accidental loss of work.

Cell: The space created by the intersection of a vertical column and a horizontal row.

Cell reference: The column letter and row number of a cell.

Cell selector: The heavy border surrounding a cell in the worksheet that identifies the active cell.

Character effect: A modification to the characters, such as bold or italics, that enhances the appearance

of text.

Column: A vertical block of cells one cell wide in the worksheet.

Column letter: The border of letters across the top of the worksheet that identifies the columns in the

worksheet.

Constant: A value that does not change unless you change it directly by typing in another entry.

Copy area: The cell or cells containing the data to be copied.

Custom dictionary: An additional dictionary you create to supplement the main dictionary.

Default: The initial Excel worksheet settings that can be changed to customize worksheets.

Destination: The cell or range of cells that receives the data from the copy area or source.

Fill handle: A small black square located in the lower-right corner of the selection that is used to create a

series or copy to adjacent cells with a mouse.

Font: The typeface, type size, and style associated with a worksheet entry that can be selected to improve

the appearance of the worksheet.

Format: Formats are settings that affect the display of entries in a worksheet.

Format painter: A feature that applies the formats associated with the current selection to new

selections.

Formula: An entry that performs a calculation.

Formula bar: The bar near the top of the Excel window that displays the cell contents.

Function: A prewritten formula that performs certain types of calculations automatically.

Heading: The row and column entries that are used to create the structure of the worksheet and describe

other worksheet entries.

Landscape: The orientation of the printed document so that it prints sideways across the length of the

page.

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Live Preview: An Office 2007 feature that shows how a selected formatting effect will appear in the

document if it is chosen.

Main dictionary: The dictionary included with Office XP.

Merged cell: A cell made up of several selected cells combined into one.

Name box: The area located on the left side of the formula bar that provides information about the

selected item, such as the reference of the active cell.

Nonadjacent range: Cells or ranges that are not adjacent but are included in the same selection.

Number: A cell entry that contains any of the digits 0 to 9 and any of the special characters + = ( ) , . / $

% E e.

Number format: Affect how numbers look onscreen and when printed.

Operand: A value on which a numeric formula performs a calculation.

Operator: Specifies the type of calculation to be performed.

Order of precedence: Order in which calculations are performed and can be overridden by the use of

parentheses.

Orientation: The direction the output is printed on a page; portrait or landscape.

Paste area: The cells or range of cells that receive the data from the copy area or source.

Point: Measure used for height of type; one point equals 1/72 inch.

Portrait: The orientation of the printed document so that it prints across the width of the page.

Range: A selection consisting of two or more cells in a worksheet.

Range Reference: Identifies the cells in a range.

Recalculation: A feature that, when a number in a referenced cell in a formula changes, automatically

recomputes all formulas that are dependent on the changed value.

Relative reference: A cell or range reference that automatically adjusts to the new location in the

worksheet when the formula is copied.

Row: A horizontal block of cells one cell high in the worksheet.

Row number: The border of numbers along the left side of the worksheet that identifies the rows in the

worksheet.

Sans serif: A font, such as Arial or Helvetica that does not have a flair at the base of each letter.

Serial value: The way Excel stores dates, with each day numbered from the beginning of the century.

Serif: A font, such as Times New Roman, that has a flair at the base of each letter.

Sheet: Used to display different types of information in Excel, including charts. The primary sheets are

worksheets and chart sheets.

Sheet tab: On the bottom of the workbook window, the tabs where the sheet names appear.

Size: The height and width of a character in a font, commonly measured in points, abbreviated pt.

Source: The cell or range of cells containing the data you want to copy.

Spelling checker: Feature that locates misspelled words and proposes corrections.

Spreadsheet: A rectangular grid of rows and columns used to enter data.

Synonym: Words with similar meanings, such as “cheerful” and “happy.”

Syntax: Rules of structure for entering all functions.

Tab scroll buttons: Located to the left of the sheet tabs, they are used to scroll sheet tabs right or left.

Template: A file that contains settings that are used as the basis for a new file you are creating.

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Text: A cell entry that contains text, numbers, or any other special characters.

Thesaurus: A reference tool that provides synonyms, antonyms, and related words for a selected word or

phrase.

Typeface: The appearance and shape of characters. Some common typefaces are Roman and Courier.

Variable: The resulting value of a formula that changes if the data it depends on changes.

Workbook: The file in which you work and store sheets created in Excel 2003.

Workbook window: A window that displays an open workbook file.

Worksheet: Similar to a financial spreadsheet in that it is a rectangular grid of rows and columns used to

enter data.

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Guide To Hands-On Exercise Files

Supplied/Used File Created/Saved As

Lab 1

ex01_Cafe Forecast1 Café Forecast

Café Forecast1

Step-By-Step:

1. ex01_Animal Housing Animal Housing Analysis

2. ex01_US Hurricanes US Hurricanes Analysis

3. ex01_Family Income Family Income

4. ex01_Publishing Salaries ex01_Publishing Salaries

5. ex01_Pecan Groves Budget Pecan Groves Budget2

On Your Own

1. Calorie Tracking

2. Personal Budget

3. Project Hours

4. Music Analysis

5. Home Electronics Analysis

Additional Exercises

1. Player Stats

2. Baseball Cards

3. Retirement

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Guide To Objectives

Objective Introduced on Page

Demonstrate in Step by Step

Demonstrate in Hands-On

Enter, edit, and clear cell entries. EX1.13 1, 3, 4, 5 1, 2, 3, 4, 5

Adjust column widths. EX1.22 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Save, close, and open workbooks. EX1.24 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Spell-check a worksheet. EX1.29 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Use the thesaurus. EX1.31

Copy and move cell entries. EX1.33 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Specify ranges. EX1.36

Enter formulas and functions. EX1.43 1, 3, 4, 5 1, 2, 3, 4, 5

Insert and delete rows and columns. EX1.55 1, 2, 3, 4 1

Change cell alignment. EX1.58 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Format cells. EX1.61 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Enter and format a date. EX1.75 1, 2, 3, 4, 5 1, 2, 3, 4, 5

Preview and print a worksheet. EX1.77 1, 2, 3, 4, 5 1, 2, 3, 4, 5